Personal information protection policy

Tokyu Housing Lease (hereinafter referred to as "the company") mainly acting as the management or maintenance of rental properties, recognizes that the proper handling of all related personal information is a social responsibility and has therefore adopted the following Privacy Policy in order to continue to provide customers with the best possible products and services.

1 Acquisition, Use, and Supply of Personal Information

The company will gather personal information after obtaining the acknowledgement of the individual. This information will be used within the scope necessary to achieve predefined goals. Furthermore, measures have been put in place to prevent the use of information in any way that exceeds the scope necessary to achieve aforementioned goals.
Except when advance authorization has been granted by the individual or when required by law, the company will not supply or disclose personal information to third parties.

2 Compliance

The company shall strictly observe all laws, national policies, and other regulations that pertain to the handling of personal information.

3 Personal Information Safety Measures

By putting in place rational, safe management measures, the company shall avert unauthorized access to personal information, leakage, loss, or destruction of personal information. These safety measures will be corrected when necessary.

4 Inquiries & Complaints Regarding Personal Information

The company shall establish a means for individuals to contact the company with personal information-related complaints and inquiries and shall respond to said complaints and inquiries.

5 Continual Improvement of Personal Information Protection Management System

The company will periodically review and improve its personal information protection management system in order to maintain the proper protection of personal information.

Implemented April 1, 2015
Katsushi Miki
President & CEO
Tokyu Housing Lease Corporation

Regarding the Handling of Personal Information

Use of Personal Information

When personal information is gathered through information written down directly by the individual, the individual is informed in each case how the personal information will be used. When personal information is directly or indirectly acquired through any other means, use of that information will be limited to the scopes defined below.

Ⅰ. In order to execute a contract, or provide information or services related to the following operations, the company will use personal information such as names, gender, dates of birth, residential addresses, phone numbers, and e-mail addresses that is acquired by the company through inquiries, applications, contracts, etc.:

  1. Management of rental property on behalf of and at the request of the lessor
  2. To provide property-related information for the purpose of recruiting tenants and, when the conditions are right, to handle rental contract-related business in accordance with the lease conditions that apply to each respective property
  3. Business associated with management of corporate housing for employees and others on behalf of corporate clients
  4. Business associated with real estate sales and mediation in cases where the company is a primary party to a real estate sales contract and in cases where the company plays an intermediary role in a real estate sales contract
  5. Business associated with operating as a non-life insurance underwriter agency, including sales, contract signing, and claim processing support
    The purposes for which personal information is used by non-life insurance companies who entrust the company with businesses are published on their respective websites (see below).
    Non-life insurance companies who have affiliations with the company
  6. Business associated with responses to inquiries, consultations, comments, etc. from the individual, also including sending documents, and other contact with the individuals
  7. Business associated with fulfillment of obligation and exercise of rights to companies who have affiliations with the company, and activities accompanying said behaviors
  8. Other business listed below
    • Outsourcing and mediation services related to the planning, construction, design/supervision, repair, and maintenance of real estate for lease or sale
    • Hotel, inn, restaurant, and coffee shop management
    • Acquisition, holding, selling, and referral of real estate trust beneficiary rights
    • Investment in special purpose companies, special purpose entities, and REITs, and the sale, purchase, referral, and management of the equities.
    • Building/condominium, parking lot security services
    • Management of athletic facilities, pools, and other sports facilities
    • Warehousing and automobile forwarding
    • Sales, referral, and leasing of furniture and fixtures, equipment, electric appliances, artworks and antiques, etc.
    • Business associated with publishing and copyrights
    • Provision of real estate-related and other information via cable telecommunication networks.
    • All other business associated with the aforementioned

Ⅱ. In order to operate management, etc. of employees of the company, the company will use personal information such as names, gender, dates of birth, residential addresses, phone numbers, and e-mail addresses that is acquired by the company for the following operations:

  • Human resources management, benefits package, and health management

Ⅲ. In order to conduct sales activities (visits, mailings, telephone calls, e-mails, etc.) based on analysis of information acquired as mentioned in Article Ⅰ above and transaction history of the individuals, etc., the company will use personal information acquired by the company.

Ⅳ. In order to conduct sales promotion activities (providing information about products, services, etc. of the company, group companies of the company and companies affiliated with the company, introducing services through websites and e-mails, performing market trend analysis, surveys/analyses such as customer satisfaction surveys, product development, or various surveys related to each business, etc.) based on analysis of information acquired as mentioned in Article Ⅰ above and transaction history of the individual, etc., the company will use personal information acquired by the company.

Ⅴ. Personal information that is publicly available or properly obtained through commercially-available media may be used for the purposes listed in Article Ⅰ through Ⅳ above.

Real estate registries / recorded maps / commercial registries / credit information organizations / credit research companies / residential maps / telephone directories and other personal information that the individual has in advance agreed to disclose to a third party

Ⅵ. For all other purposes not defined above, additional information may be listed in the scope described in Article Ⅰ above. Such information will also be included in the scope necessary to achieve aforementioned goals.

Provision of Personal Information to Third Parties

Except when required by law, the company will obtain the approval of the individual before providing personal information to third parties (whose location may be outside of your own country). The company shall cease to provide this personal information upon the request of the individual himself/herself.

Examples of third parties

  • Persons who will or are expected to become parties to a contract
  • Persons who will be or are successors of position of the individual in a contract, or persons who will be or are successors of position of the company in a contract
  • Housemates, tenants, joint sureties, and emergency contacts of the individual
  • Other real estate agencies
  • Internet advertisers, real estate associations
  • Designated distribution networks
  • Real estate management companies

Types of information provided

  • Addresses, names, telephone numbers, and other information required for the purposes described in Article Ⅰ through Ⅵ above
  • Information necessary for the signing and execution of contracts as part of above sales activities

Means of providing personal information to third parties

  • In writing, mailings, telephone, Internet, e-mail, advertising media, etc.

Entrustment of Personal Information

The company may entrust personal information to parties with whom it has entered into contracts pertaining to the protection of personal information.

Joint use of personal information

About joint use

The company may use personal information provided by the individuals jointly within group companies of Tokyu Fudosan Holdings Corporation.

  • Jointly Used Personal Information Categories
    The customer’s name, phone number, address, date of birth, age, gender, e-mail address, and all other information collected by our company
  • Range of joint users
    Within group companies of Tokyu Fudosan Holdings Corporation
    https://www.tokyu-fudosan-hd.co.jp/about/group/
  • Purposes of use
    Same as described in Purposes of Use of Personal Information
  • Contact information of responsible person or department for personal information protection
    Same as described below in The protection of personal information management officer and Personal Information Inquiries Department

Voluntary Provision of Your Personal Information

Whether or not to provide the company with your personal information is up to you. However, please be advised that without your personal information we may be unable to fully provide you with services or information.

Name of the Organization, etc

Tokyu Housing Lease Corporation Inc.
Shinjuku Monolith 16F, 2-3-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo 163-0916 Japan
President & CEO Katsushi Miki

The protection of personal information management officer

The company appointed a manager of general affairs department as responsible person for personal information protection.

Personal Information Inquiries Department

Customer service representative, General Affairs Department, Tokyu Housing Lease Corporation
Shinjuku Monolith 16F, 2-3-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo 163-0916 Japan
Customer Inquiries : https://www.tokyu-housing-lease.co.jp/en/contact/

Personal Information-related Requests

1. Contact Us

Please contact us at the address listed above with requests concerning the disclosure, revision, and termination of use of personal information, or to be notified of purposes for which personal information is being used.

2. Procedures

The company will disclose individuals' personal information based on requests from the individuals themselves using the methods specified below.

  1. When the company receives a request from an individual to disclose his or her information, the company will confirm the individual's:
    • Name, address, telephone number
    • The period during which the individual had business dealings with the company, and the substance of those dealings (e.g. property name, room number, etc.)
  2. Once we have confirmed the facts in (1) above, the company will mail a disclosure request form to the individual's current address. The individual must then fill out the form and mail it back to the company with proof of identity and the specified fee. Individuals should submit an official identification card (e.g. copy of driver's licenses, certificate of residence, etc.) as proof of identity.
    If said request is made by a statutory representative of a minor or an adult ward, a certification document such as copy of the census register as well as an identification document of said representative himself/herself will be necessary.
    If said request is made by a representative authorized by the individual, an authorization document signed and sealed by the individual and a seal certificate as well as an identification document of said representative himself/herself will be necessary.
    * In case the customer's registered domicile, social security and tax number or organ donor declaration is printed on the document proving the identity of the customer or his/her representative, please black out those parts of the documents before submitting them.
  3. As for requests to stop, etc. the use of personal information, when said requests are proven to have valid reasons, the company will perform the stop, etc. to the extent that is necessary to prevent breach of rights and interests of the individual. However, the company may be unable to perform the stop, etc. when the stop, etc. is hard to do and the company takes alternative measures necessary to protect rights and interests of the individual.
  4. A fee of 1,000 yen is required for each request for disclosure or notification of purposes for which personal information is being used. Fees must be paid with a postal money order or postage stamp.
  5. As a general rule, it takes roughly two weeks to process requests.
  6. Personal information obtained by the company through the procedure of requests of disclosure, etc. is handled within the range necessary to process the requests.
  7. Requests may be restricted if they are deemed to hinder the performance of business operations.

Measures Taken for Safety Management of Retained Personal Information

1. Establishment of basic policy

In order to ensure appropriate handling of personal information, the company has established a basic policy on “Acquisition, Use, and Supply of Personal Information,” “Compliance,” “Personal Information Safety Measures,” “Inquiries & Complaints Regarding Personal Information,” “Continual Improvement of Personal Information Protection Management System,” etc.

2. Development of regulations for handling personal data

The company has developed regulations for handling personal information concerning acquisition methods, managers, persons in charge and their responsibilities, etc. at each step of acquisition, use, storage, deletion, etc.

3. Organizational safety management measures

The company has appointed specific persons who are responsible for the handling of personal information and has specified such employees who handle personal information as well as the scope of that information to be handled by these employees. It also has developed a reporting and notification system for incidents or accidents that have occurred or are suspected to have occurred contrary to laws or regulations.

4. Human safety management measures

The company provides regular training that teaches its employees points of attention on handling personal information and stipulates confidentiality requirements on personal information in its regulations of handling.

5. Physical safety management measures

The company restricts employee access into areas where personal information is handled, and implements measures to prevent the theft or loss of electronic media and documents.

6. Technological safety management measures

To restrict access to personal information, the company limits the employees that handle personal information and their range by conducting access control and implements mechanisms to protect information systems which handle personal information against unauthorized external access or unauthorized software.

7. Ascertainment of external environment

The company will implement safety management measures based on a sound understanding of the systems for the protection of personal information in such countries as U.S.A. where personal information may be stored by using cloud services, etc.

Handling of Personal Information Obtained Through the Tokyu Housing Lease Web Site

Cookies

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For more details of the terms of this service, please refer to “Google Analytics Terms of Service” (https://marketingplatform.google.com/about/analytics/terms/us/) and “HOW GOOGLE USES INFORMATION FROM SITES OR APPS THAT USE OUR SERVICES” (https://policies.google.com/technologies/partner-sites?hl=en).

About Access History (Logs)

Access logs contain domain names, IP addresses, types of browsers used, access dates, etc. of accessing users. However, they do not contain information specifying individuals. Access logs of this website are utilized for statistical analysis of its usage and maintenance management, not for other purposes.

Web Site Security

This Web site employs commonly-used SSL (Secure Sockets Layer) encryption technology to protect your personal information and prevent it from being intercepted when it is transmitted over the Internet.
While Tokyu Housing Lease takes every reasonable precaution when managing personal information, due to the nature of the Internet, the company cannot wholly guarantee the confidentiality of personal information.

External Link Disclaimer

Although this Web site includes links to external Web sites, the company is not responsible for the content of said Web sites and cannot be held liable in any way for privacy-related issues that may arise as a result of visiting said Web sites.